Finance, Administration and HR Manager

Job Description

Title: Finance, Administration and HR Manager

Company Name: Solidar Suisse

Vacancy: --

Age: Na

Job Location: Anywhere in Bangladesh

Salary: --

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): Audit Firms /Tax Consultant

• Diploma
• Bachelor/Honors
• Masters

Professional diploma or university degree in Accounting, Business Administration, Economics or Audit (or equivalent) and a previous experience within an NGO is mandatory with at least 3 years of experience in a similar position in an international NGO.

• At least 3 years
• The applicants should have experience in the following business area(s): Audit Firms /Tax Consultant

• Prior knowledge of humanitarian contexts is a value added

• Advanced IT knowledge including accounting software

• Fluent in English (written and spoken)

• Organized, proactive, autonomous, rigorous, analytical, sense of human relations, diplomacy, communication skills, willingness and motivation to work in an international and intercultural context

Job overview/summary:

Solidar Suisse is a non-profit civil society organisation based in Switzerland, active in the areas of development cooperation and humanitarian aid, which fights for decent work, democratic participation, and social justice worldwide. Solidar Suisse presently has projects running on three continents. Its Asia programme focuses on ‘decent work’, including vocational training and education, climate change and environmental protection. It is currently active in Bangladesh, Cambodia, Indonesia, Malaysia, Thailand.

The Finance, Administration and HR Manager in the Solidar Suisse Coordination Office in Bangladesh is responsible for ensuring proper accounting and financial management in adherence to generally accepted accounting standards, applicable laws and regulations of the Programme Country and Solidar Suisse internal rules and regulations. She/He ensures proper handling in all finance, administration and HR related issues and compliance with internal and external rules and regulations (e.g., staff policy, payroll, labour law).

The Finance, Administration and HR Manager operates under the direct supervision of the Solidar Suisse Country Representative (CR) and also work closely with the Finance Officer.

Finance Management

Ensure proper accounting, using the Banana accounting system, and financial management:

• Direct the day-to-day accounting operations, incl. monthly closing and regular cash, bank balance and accounts reconciliation;
• Ensure compliance with NGOAB, tax and VAT regulations, including timely statutory payments, reporting and audits.
• Manage organizational cash flow and forecasting incl. timely submission of fund requests to the respective authority (HQ, donor, other);
• Regularly review transactions lists and ledgers, accounts, supporting documents (e.g. vouchers, allocation of expenses) and procurement process documentation of partner organisations;
• Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc.) and keeping the CR informed.
• Prepare, analyse and present monthly financial reports in an accurate and timely manner to the Country Representative and HQ;
• Ensure a proper year end closing (modified cash accounting, incl. accruals/deferrals), and complete and timely submission of year end documentation to HQ, in accordance with the Country Representative;
• Providing information pertinent to the correct budgetary charging of expenses and monitoring budget entries, checking entries and verifying physical petty cash count.
• Archiving accounting supporting documents in accordance with Solidar Suisse procedures
• Ensure appropriate external audit arrangements are in place and manage the annual audit process, incl. coordination of timely partner audits;
• Prepare cash-flow forecast and liquidity plan and processing inward remittance of funds to ensure adequate and timely liquidity.
• Review partner’s financial reports (multi-currency), consolidate and prepare all finance reports required for the program with proper documentation;
• Conduct orientations, guide and advise partners on appropriate finance procedures, internal control systems and proper documentation according to donor, HQ and legal requirements, follow up on partner audit findings;
• Provide support for the annual budgeting and planning process;
• Maintain and update proper documentation of SOPs for finance, accounting and internal controls.
• Prepare budgets and financial inputs during designing and preparation of any new project proposals and application for grants.
• Upon request analysing the choice of banking establishments, ensuring good relationship, following the opening and closing of accounts and the adding of signatories according to Solidar Suisse procedures.

Administration & Human Resources

Ensure proper handling in all administration and HR related issues:

• Ensure payroll and HR management for the staff directly employed by Solidar Suisse COOF,
• Maintain and update proper documentation of financial, HR and administrative SOPs;
• Provide support and advice to the Country Representative on questions related to local labour law;
• Manage and follow-up regarding all contractual office issues and ensure timely payment of all office related bills and fees; Leading the contracts development (preparation, verification) engaged by Solidar Suisse with third parties.
• Maintain proper procedures for all kinds of procurements of goods and services and act as Member Secretary of the Country Office Procurement committee (if applicable);
• Maintain and update the list of fixed assets and inventory for the country office, physically verify and report to Head Quarters as and when necessary;
• Maintain communication and liaison with Government Offices including NGO Affairs Bureau regarding processing Government approvals for receiving foreign grants and timely reporting about funds received;
• Manage vehicle support to staff for their movement within the city as well as to the project areas and locations;
• Make necessary arrangements for meetings, workshops and events at office and outside and ensure necessary logistics support. This also includes organising logistics for visitors, travel arrangement, meetings, conferences and other special events.
• Ensure job announcement, supervise appointments with candidates and recruitment tests organization, participate in recruitment interviews according to Solidar Suisse procedure.
• Ensure use of Solidar Suisse Bangladesh staff regulation for leave management, sanction process, etc.
• Ensure financial, HR and administrative records and filing are comprehensive, accurate, secure and up to date. This includes, but is not limited to all financial plans, budgets, contracts, agreements contract key correspondence;
• Guide and support any further employee or consultant providing support in bookkeeping and/or office administration and maintenance.
• Assist team members to produce timely incident report to the line manager and advice the CR on taking corrective measures, if needed.